Title
Electronic Document Management System Licensing, Maintenance and Professional Services for the Phoenix Municipal Court (Ordinance S-49796)
Description
Request authorization for Phoenix Municipal Court to enter into an agreement with Databank IMX, LLC for Licensing, Maintenance and Professional Services of OnBase for Electronic Document Management System. The total value of the contract will not exceed $250,000. Additionally, request to authorize the City Controller to disburse all funds related to this item.
Report
Summary
The Phoenix Municipal Court uses OnBase as its Electronic Document Management System (EDMS). OnBase is the statewide standard for EDMS selected by the Arizona Supreme Court’s Administrative Office of the Court (AOC) for all Arizona courts. The AOC has established a new contract with Databank IMX, LLC for licensing, maintenance and professional services related to the use and support of this product. Leveraging this contract not only provides the Court with access to negotiated pricing, it also ensures the Court is able obtain support and professional services from an organization with specific knowledge of the configuration and business requirements pertaining to the needs Arizona courts.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstance Alternate Competition. Databank IMX, LLC is contracted by the Arizona Supreme Court’s AOC to provide licensing, maintenance and professional services to support OnBase, which is the statewide standard for Arizona courts.
Contract Term
The contract term will begin on or about July 1, 2023, and will expire on Dec. 21, 2027, with an option to renew for an additional five years.
Financial Impact
The aggregate contract value will not exceed $250,000. Funds are available in the Phoenix Municipal Court’s operating budget.
Department
Responsible Department
This item is submitted by Chief Presiding Judge B. Don Taylor and Interim Deputy City Manager John Chan.